Follow these 10 easy steps to increase owner involvement at your association’s annual meeting.
1. Check Your Bylaws
Most Associations are required to hold an annual meeting. Check your bylaws for this requirement. Then, begin by setting a date, time and place for the annual meeting. Advance planning helps the board, management and members to be aware of the meeting and to plan to attend. Check your bylaws to see what date, time and place may be required, and the type of notice to be given.
2. Notice and Invitation
Consider changing the form of the notice the association gives to make it friendly and inviting. Make it an “invitation to attend.” Create and plan an atmosphere for the meeting where all owners feel welcome and are encouraged to attend. Provide several different notices and invitations to the meeting. Send the initial invitation 1-2 months in advance and send a reminder notice 1-2 weeks before the meeting.
3. Proxies = Quorum Success
Encourage owners to send in their proxy, even if they plan on attending. The proxy form should be clear, legally sufficient and include a statement that is solicited by the association, allowing members to differentiate from competing proxies. Ask that the proxy be sent right away, and allow for several means for receipt of the proxy (by fax, mail, etc.). Obtain a quorum before the meeting or have a plan to seek additional proxies or attendance of owners if the quorum requirement is not met.
4. Agendas
Include the necessary business items that will be covered in the invitation, as well as social or relationship opportunities for all members, the board and management. Annual meetings are a great opportunity to develop spirit and soul of the community while strengthening the relations of all owners and residents.
5. Membership List
Know who the members are. Update membership list on a regular basis.
6. Nominees
Obtain nominees for open board seats prior to the meeting and allow nominations from the floor.
7. Voting
Have sufficient ballots prepared for each issue voted on at the meeting. Be aware of all required voting standards and procedures prior to meeting. If vote counting will delay the meeting, alter the agenda to allow other reports or business to be conducted while votes are tabulated.
8. Campaign Speeches
Limit campaign speeches to just a few minutes, so board candidates can introduce themselves and their campaign statement, without prolonging the meeting. Consider prohibiting any Q&A of the candidates.
9. Rules for the Meeting
To keep the meeting on track, consider adopting rules of procedure for member participation. Check your bylaws for any required parliamentary procedures.
10. The Role of the Chair
Facilitate the meeting in a manner that is fair and impartial to all owners, yet keeps the business of the meeting moving efficiently.
